CHURCH AND SCHOOL ADMINISTRATIVE ASSISTANT
Partial Full-Time (Full-time during school year; Part-time over summer)
This position serves as the front line for the church and school operations, with a primary focus and priority on the needs of the students. This position also provides administrative support for the church and school. This role has regular interactions with church members, school parents, church and school inquirers, and is one of the very first people the public sees and talks to. As such, this person should present a welcoming, positive, and calm demeanor. The Admin. Assistant operates primarily in an autonomous manner, exhibiting a high level of independence and motivation, while following the direction and meeting the requests and requirements of the Pastor and Principal. An elementary school is an active, vibrant place during the school day. As the main hub of the school, this role occupies a busy office in an area that can be loud at times, with teachers and students often working in the vicinity. While being an administrative role, this job is not only a ‘desk job’. This job WILL regularly be interrupted during the day by a wide variety of things to attend to, from scraped knees to overflowing toilets.
General responsibilities and expectations:
· Managing church and school’s day-to-day front office operations
· Acting as building manager (including reporting to the board every few months; maintaining a bldg. budget)
· Greeting visitors, managing communications (answering emails/phones, relaying messages, screening inquiries)
· Speaking about the church and school and the general beliefs they are based on
· Ordering and maintaining inventory of office and classroom supplies
· Updating and ensuring the accuracy of the organization’s databases
· Providing administrative support to Principal, Pastor, and occasionally teaching staff
· Processing invoices, tracking department budgets
· Coordinating the maintenance of office equipment
· Assisting with distribution of communication materials
· Booking fire equipment inspection
· Booking and being present for maintenance appointments (best scheduled after 3:00 or during holidays)
· Helping to maintain church and school files and records
· Handling incoming and outgoing mail
· Some housekeeping
Key Church responsibilities and expectations:
· Record keeping for the Church sacrament books and registrations with the central office
· Creating and editing of church communications through church pamphlets, and weekly reminder emails
· Assisting in Managing and scheduling use of church and school building
· Formatting and producing the monthly church calendar and roster
· Maintaining the church contact database and periodically preparing updated Church Directory
Key School responsibilities and expectations:
· Tracking student attendance
· Assisting in maintenance of school records, including updating and auditing ONSIS
· Ensuring compliance with privacy laws/confidentiality guidelines regarding student data
· Generating class lists
· Acting as Ministry of Education and Public Health contact (NOI’s, Vaccines, etc.)
· Renewing OFIS membership
· Assisting with the coordination of school events and field trips
· Handling petty cash, collecting fees for school activities
· Acting as school safety representative and administering basic first aid to students
· Notifying parents when a child falls ill, logging incident reports
· Helping with supervision of students; occasional monitoring of classrooms and/or recess and lunch duties
Key Skills
· Strong service-related people skills - welcoming, calm presence
· Must be friendly and comfortable interacting with both children and adults
· Utmost sensitivity and commitment to confidentiality of all types
· A strong moral code in all areas, demonstrating a willingness to maintain general philosophies of the organization
and comfort level working in Christian/religious setting
· Commitment to teamwork; embracing the ebb and flow of various ideas, methods, and personalities
· Great command of English language with strong written & oral communication skills with close attention to spelling, grammar and punctuation, as the role involves editing communications
· Self-starter and Problem-Solving Skills a great asset
· Professionalism, conscientious work standards and accountability a must
· Understanding of ethical behaviour and business practices
· Punctuality and good attendance a must
· Strong proficiency in Microsoft Word, Excel, PowerPoint, Google applications, email, as well as good record-keeping
skills, internet and office equipment skills required
· Willingness to embrace and learn new technologies and online platforms; Facebook, Instagram, Constant Contact, Vistaprint, YouTube etc.
· Experience with Outlook
Educational Requirement
· Minimum: High School Diploma; ideally College graduate or equivalent work-related experience
· Minimum 5 years’ administrative experience in an office setting is preferred
o Experience in a school setting is greatly preferred
Contract Commitment
· During School year - 40-hour week
· During School Holidays and Summer - Max 16-hour week
· Compulsory 2 consecutive week break over summer
· This position reports to the pastor and takes day-to-day direction from both pastor and principal
· Position is covered by group benefits plan
A Vulnerable Sector Police Reference Check will be required.
How To Apply
Applicants should send a resume and cover letter, as soon as possible, outlining how they meet the specific requirements of the position to Val Younan at the above email address as soon as possible.
ONLY APPLICANTS WHO ARE INVITED FOR AN INTERVIEW WILL BE CONTACTED.
Job Types: Full-time, Part-time
Pay: $23.00-$27.00 per hour
Benefits:
Education:
- Bachelor's Degree (preferred)
Experience:
- administrative assistant: 5 years (required)
Work Location: In person
